Managing Tickets and Guests

Guestlist

The guestlist is created in one or more of these ways:

Managing Tickets

Add Tickets Manually

If you have preprocessed some tickets or just want to add a guest to your guest list, then navigate to Manage> Tickets and Guest > Add Ticket. Select the right campaign if you have multiple ticket campaigns.

Tickets vs Guests

First, understand how tickets and guests are laid out. There are tickets assigned to ticket holders and then there are guests under each ticket. The ticket holder could be a guest or not.

Guest Assignment

In the case of Group tickets, if the names of the guests have not been sent, then the admin can add them or invite them.
Under tickets, click on the people icon and add the names of the guests. The Guests tab will show the full list of guests.
Or if you have invited them, then the names will show in the Guests tab once they have accepted the invitation.

Guests Grouping

On PayBee,
Unique email = Unique paddle = Unique cart
Each guest with an email gets its own unique paddle number. So if there's a family of 2 on one email address, then there will be 2 paddles with the same number.
Example:
Guest Name
Email
Paddle Assigned
Mike Smith
101 (name on paddle: Mike Smith)
Joan Smith
101 (name on paddle: Joan Smith)
Hence both members can bid and the pledges go in the same cart #101.
For larger groups that have subgroups, consider breaking them up before the paddles are generated.
If you don't have the email addresses, then put placeholder emails (see format below). This would prompt the guest to give the right email at checkin and pledges will be kept seperate.
Large group example:
On a table of 10 with 1 email address
Guest Name
Email
Paddle Assigned
John Doe
201 (name on paddle: John Doe)
Sue Doe
201 (name on paddle: Sue Doe)
Nick Black
201 (name on paddle: Nick Black)
Susan Black
201 (name on paddle: Susan Black)
Fred Samson
201 (name on paddle: Fred Samson)
It would be better to assign emails so subgroups can be seperate.
Guest Name
Email
Paddle Assigned
John Doe
201 (name on paddle: John Doe)
Sue Doe
201 (name on paddle: Sue Doe)
Nick Black
a+nickblack+cef@paybee.io
202 (name on paddle: Nick Black)
Susan Black
202 (name on paddle: Susan Black)
Fred Samson
a+fredsmason+cef@paybee.io
203 (name on paddle: Fred Samson)

Adding email address

Go to Manage > Tickets and Guests> Guest tab, find the guest, tap on the pencil to edit and add an email if you have it.
If you don't have an email address, add a placeholder email.

Placeholder email address

The format of the placeholder email is: [email protected]
Your organization handle is the text following the @ under the QR code found when tapping on Dashboard.
In this example, the organization handle is cef
To break a subgroup from the main list, delete the guests, add guests again together.

Table Assignment

Go to Manage > Tickets and Guests > Tables and Add Tables.
Then tap the people icon on the Tables tab or pencil on the Guest name in the Guests tab to assign a table to the guest.

Sending out Reminders

To send out reminders to all guests before an event, navigate to Manage > Tickets > Send Ticket & Reminder to All Guests.

Guestlist Import

If you have already sold tickets outside of PayBee, please follow our Guest List Import Template and make sure to send us your guest list one week before your event. Here is the Guest List Import Template. To make a copy please click on File and then Make a Copy and follow the instructions that are on the Instructions tab of the Template.